Student record archival and retrieval

**1. Purpose**

1 Automate the secure archival and retrieval of student records (enrollment, grades, attendance, disciplinary actions) for long-term compliance

2 Automatedly handle records based on graduation, transfer, or dropout, ensuring records are kept as per legal and institutional mandates

3 Automating search and instant retrieval from archives for administrative and auditing needs

4 Automates notifications and access controls to ensure only authorized personnel retrieve sensitive data

**2. Trigger Conditions**

1 Automated flag when a student completes, transfers, or leaves school

2 Manual or automated request from authorized staff for student record retrieval

3 Automation trigger for records older than prescribed retention threshold

4 Scheduled automation for compliance audits

**3. Platform Variants**

1 Microsoft SharePoint

• Feature: Automate archiving via Power Automate Flow – trigger on document library updates
  

2 Google Workspace (Drive)

• Feature: Automated migration and search using Drive API – configure 'files.list' and 'files.get'
  

3 Dropbox Business

• Feature: Automate file archival workflow with Dropbox API – 'files/move_v2' endpoint
  

4 Box

• Feature: Automated retention policies via Box Governance API – 'Retention Policies' endpoints
  

5 Amazon S3

• Feature: Automated archival lifecycle rules – configure S3 Lifecycle Policies
  

6 OneDrive for Business

• Feature: Automated archival using Graph API – 'DriveItem' endpoints for move/retrieve
  

7 Zendesk

• Feature: Trigger automation on ticket status for record retrieval via Support API – 'tickets.showMany'
  

8 Salesforce

• Feature: Automate record archive/retrieve with Salesforce REST API – 'sobjects' CRUD operations
  

9 SAP

• Feature: Automate document archiving with SAP ArchiveLink configuration
  

10 Oracle Cloud

• Feature: Automated archiving via Oracle REST APIs – 'Documents' resource
  

11 Moodle

• Feature: Automate backup/restore via 'core_backup' and 'core_files' web services
  

12 PowerSchool

• Feature: Automates record extract/archive via PowerSchool API – 'Students' endpoints
  

13 Canvas LMS

• Feature: Automate student data archiving with Canvas Data API – 'users' and 'enrollments' endpoints
  

14 Airtable

• Feature: Automated archival with Airtable Automations – configure 'find records', 'update records'
  

15 Slack

• Feature: Automator for record request/notification via Slack API – 'chat.postMessage', 'files.sharedPublicURL'
  

16 Trello

• Feature: Automatic card archival via Trello API – 'cards/{id}/closed' endpoint
  

17 GitHub

• Feature: Automated archival of class repositories using the 'archive repository' API
  

18 Smartsheet

• Feature: Automate sheet row archival using Smartsheet API – 'Rows' resource
  

19 ServiceNow

• Feature: Automate record retention and access workflows – 'Table API'
  

20 Zoho CRM

• Feature: Automate record archival with Zoho API – 'Records' and 'Archive' endpoints
  

21 DocuWare

• Feature: Automator for document management workflows using DocuWare REST API
  

**4. Benefits**

1 Automated archival ensures full compliance, reduces manual labor and human error

2 Automates strict secure access, enhancing information security

3 Automating retrieval speeds administrative response to audits or staff requests

4 Maximizes storage efficiency and cost with automated data lifecycle management

5 Automation of notifications prevents unauthorized access attempts

6 Automates logs and reporting for transparency and easy oversight